Basics: Editing Forms

Adam Klug
Adam Klug
  • Updated

Forms are where you can build your own flexible forms to capture data from the field. For example, you can create Safety Reviews, Machine Pre-starts and Annual Leave Request forms.

Edit form details

  1. Click Forms Forms Edit to view and/or update details for an existing form under the Form Details tab.

  2. Update the form title (required). This is the name of the form that is visible in the Fieldworker app and other Dashboard screens.

  3. Add or update a description for your own reference (optional).

  4. Add or update one or more email address/es where the notification will be sent when one of these forms has been submitted to Dashboard (separate multiple addresses with a comma). Delete or leave it blank if you don’t want a notification email to be sent.

  5. Add or update a web user for form results to be assigned to when a form is submitted (optional).

  6. Add or update a status for form results when a form is submitted (optional). Unless a different status is selected, the default status for form results is ‘Complete’.

  7. Click on the toggle switch for Require Client / Project / Asset/ Fieldworker / Supplier to change whether each element is (blue) or is not (white) required for this form. If required, the fieldworker will be prompted to select the relevant client/project / asset/ fieldworker/supplier from a drop-down list. It also means all responses will be visible under the Form Results tab for that client / project/asset / fieldworker/supplier in Dashboard.

  8. Click on the toggle switch for Require Geolocation to change whether it is (blue) or is not (white) required for this form. If required, the system will automatically capture the physical location of where the fieldworker is when they submit the form.

  9. Click on the toggle switch for Require for Timesheets to change whether it is (blue) or is not (white) required for this form. If required, the system will make it mandatory for workers to submit the form before they submit a timesheet. Note this is only available if Timesheets are submitted through Allocations in the app.

  10. Click on the toggle switch for Enable Custom Printing to enable/disable custom printing for form results. When this is enabled (blue), a set of variables is displayed next to each form field as {variable name}. These variables can be pasted into a custom print template (e.g. .docx Word file) and will be substituted with actual form results when printed.

NB. This is only displayed after you have saved the form for the first time.

  1. Click on the toggle switch for Published to change this form from published (blue) to unpublished (white), and vice versa. Only published forms are visible in the Fieldworker app.

  2. Click to add a User Tag if you want to restrict access to this form.

By default, everyone has access to this form but if you select a User Tag/s, only users who match that tag/s will have access to this form.

  1. Design form fields in the same way as when you’re adding a new form (see above).

  2. Click one of the Save and Continue buttons to save and keep editing this form.

Edit Form Questions 

If you are wanting to edit questions in the form, you can do the following: 

  1. Add more response options in a multi-option or single option response by clicking the blue + button

  2. Add additional question field types explained in this article

  3. If you are wanting to delete a form question and you have form results against it, you will notice that the X delete button on the form question is faded out. That's because you cannot delete form questions with form results submitted against it. If you want to delete the question. You will need to copy the form and create a new version and archive the existing one. 

Copy a form

Forms can contain a lot of information so if you’re creating a new form that is similar to an existing one, it may be quicker to copy the existing form and modify it as required.

  1. Click  Forms Forms Context Menu Copy 

  1. You will see a message asking “Are you sure you want to copy [form name]? Click OK (or cancel if you’re not sure).

  1. The form details screen will appear and you will see a message confirming that “The form has been copied and is in unpublished status.” The title of the new form will be the same as the original form, with “Copy” at the end of it.

  2. Modify the form name as required to suit the new form.

  3. Design form fields as you would when editing a form.

  4. When you're finished building the form, click save. 

NB: If you are copying and updating an existing form, then make sure you add a V2 to the title and also archive the old form when you are ready to make the new version live. 

Archive a form 

When you no longer want to use the form, it is best to archive it. It will then live under the "Archive Forms" module in Forms. Once a form is in archived forms it can be restored or permanently deleted at any time. 

  1. Click Forms Forms Context Menu Archive 

  2. You will see a message saying “Are you sure you want to archive  [form name]?” Click OK (or cancel if you’re not sure).

Delete a form

If you delete a form it will be removed from the forms list permanently, as well as all form results previously submitted for this form. Deleted forms are no longer available to select in the drop-down list of forms for form results or in the Forms menu of the Fieldworker app.

  1. Click Forms Archived Forms Select Form Context Menu Delete.

  2. You will see a message saying “Are you sure you want to delete [form name]?” Click OK (or cancel if you’re not sure).

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